THE NEW ONLINE NFHS SANCTIONING PROCESS - PowerPoint PPT Presentation

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THE NEW ONLINE NFHS SANCTIONING PROCESS

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Do they have to pay a sanction application processing fee? ... 200 if the application is received 60 days or more prior to the event date ... – PowerPoint PPT presentation

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Title: THE NEW ONLINE NFHS SANCTIONING PROCESS


1
THE NEW ONLINE NFHS SANCTIONING PROCESS
  • FOR ENTERING NEW SANCTIONED EVENTS FOR EVENT
    MANAGERS AND SPONSORS

2
The Philosophy of Sanctioning
  • Interscholastic athletic programs should serve
    educational goals. To this end, schools have an
    obligation to conduct inquiries about events in
    which their students may participate.
  • In order to perform their inquiry and oversight
    functions fairly and efficiently, the NFHS has
    developed event sanctioning procedures in
    support of our member state associations on
    behalf of their member schools.

3
The Philosophy of Sanctioning (continued)
  • These specific purposes include the following
  • Sanctioning enhances the likelihood that events
    will adhere to sound and detailed criteria which
    meets the specific requirements of a state
    association.
  • Sanctioning serves to promote sound regulation of
    the conditions under which students and teams
    compete.
  • Sanctioning is a means of encouraging
    well-managed rules and regulations.

4
The Philosophy of Sanctioning (continued)
  • Sanctioning adds an element of due diligence
    that encourages compliance with state
    associations rules and regulations.
  • Sanctioning protects the welfare of the
    student-athletes.
  • Sanctioning protects the existing programs
    sponsored by member schools and thereby promotes
    the opportunity for larger number of
    student-athletes to gain the benefits of
    interscholastic competition.

5
The Philosophy of Sanctioning (continued)
  • Sanctioning helps reduce the abuses of excessive
    competition.
  • Sanctioning promotes uniformity in obtaining
    approval for events.
  • Sanctioning helps protect students from
    exploitation.
  • Interstate and International sanctioning at the
    NFHS level promotes financial transparency and
    equivalency of treatment of participating high
    schools.

6
What Events Require NFHS Sanctioning?
  • Any interstate or international event involving
    two (2) or more schools which is co-sponsored by
    or titled in the name of an organization outside
    the school community
  • Events in non-bordering states if five (5) or
    more states are involved
  • Events in non-bordering states if more than eight
    (8) schools are involved
  • Any event involving two (2) or more schools that
    involves a team from a foreign country

7
Frequently Asked Questions?
  • Do international events have to be sanctioned?
  • Yes, as long as it meets one of the criteria in
    slide 6.
  • Do they have to pay a sanction application
    processing fee? They did not have to do so in the
    past.
  • Yes, it is our experience that international
    sanctions require the same amount (if not more)
    work and our member state associations have
    requested more information regarding these events.

8
Frequently Asked Questions?
  • What if every high school in the United States is
    invited to participate in the Universal Runners
    Invitational?
  • The event sponsor would have to provide the list
    of invited schools with the initial sanction
    application and a final list of attendees 20 days
    prior to the date of the event or be subject to
    the 100 late processing fee charge.

9
Frequently Asked Questions?
  • What is an event sponsor?
  • An event sponsor is a person, company, or school
    who is looking to host an athletic event in a
    particular state.
  • How does an event sponsor begin applying for
    hosting an event?
  • They must first register online at www.nfhs.org,
    click on Sanctioned Events and fill out the
    online application.

10
Frequently Asked Questions?
  • What is the host school and its role?
  • The host school is the school who assumes the
    accountability of the being responsible for the
    event.
  • The host school principal assumes oversight
    responsibility for the event and being either
    present onsite during the event, either in person
    or by designee.

11
How is the Host School Principal notified that
they are the host school?
  • The host school principal will receive a targeted
    e-mail specifically explaining their role and
    responsibility in the sanctioning process when
    the event sponsor/manager submits the application
    to the host state association.
  • It is the obligation of the event sponsor/manager
    to secure the approval of the host schools
    principal.

12
Frequently Asked Questions?
  • Can a host school be responsible for an event
    outside of that state (e.g. New York high school
    signing off as the host school for a Florida
    event) ?
  • No, it is of the opinion that the host school
    shall be in the same state of the event in the
    event something occurs at the event, then the
    principal or his/her designee could quickly
    assess and report the situation.

13
How does an event manager/sponsor begin the
sanctioning process?
  • All managers/sponsors will have to register in
    order to be able to apply for a NFHS sanction
    approval. See slide 14 of the registration
    screenshot.
  • The event manager/sponsor will fill out the
    sanctioning application online 60 days or more
    prior to the event start date.
  • The event manager/sponsor will forward via e-mail
    the sanctioning application to the host state
    association office of the host school and the
    host school principal.

14
Registration Page for Event Managers/Sponsors
  • To begin the Sanctioning process, all event
    managers/sponsors have to fill out a registration
    page in order to go back and make any edits,
    additions or deletions (if necessary).

15
How does the sanctioning process continue?
  • The host state association reviews the event
    online and either accepts or rejects the sanction
    based on their eligibility rules (see next slide
    (16) for screenshot).
  • If the state association rejects the event then
    the event manager/sponsor is automatically
    notified via an e-mail.
  • If the state association approves the
    application then the event manager/sponsor is
    automatically notified that payment is required.

16
Screenshot of what the host state association
sees when an event manager/sponsor forwards a new
sanction event request.
17
What is the Processing Fee Schedule?
  • 200 if the application is received 60 days or
    more prior to the event date
  • 300 if application is received 15-59 days prior
    to the event date (200 application fee plus 100
    penalty)
  • 300 penalty if the application is received less
    than 15 days prior the event date plus an
    additional 100 penalty for not forwarding the
    list of actual entries 20 days prior to the event
    date for a total of 600 (200 application fee
    plus 400 penalty)

18
How is payment made ?
  • The sanction application payment will only be
    accepted by credit card or electronic check. The
    list of invited schools/states will not be
    forwarded or appear on the NFHS website until the
    payment is made.
  • Master Card, Visa and American Express are the
    only credit cards accepted for payment.

19
Frequently Asked Questions?
  • What if I can only pay by purchase order?
  • The NFHS does not accept purchase orders.
  • We recommend several alternatives
  • Any event sponsor/manager who has to use a
    purchase order, should submit the requisition to
    their school administration early enough so they
    can use the convenience of the electronic check
    feature and this does not affect the sanctioning
    process.
  • The event sponsor/manager should use a personal
    credit card or personal check and receive
    reimbursement from their school.

20
Frequently Asked Questions?
  • When is the list of invited schools due to the
    NFHS?
  • The initial list is due at the time of applying
    for sanctioning. The final list of invited
    schools is due 20 days prior to the event date.
    If the final list of schools is not submitted
    then a 100 penalty is assessed. The
    manager/sponsor will be automatically e-mailed a
    reminder notice regarding the final list 25 days
    prior to the event date.
  • If the final roster is not received then the
    event loses sanctioning approval.

21
Frequently Asked Questions?
  • What format can the event sponsor/manager submit
    their list of invited schools?
  • They will be able to submit Excel, Word files as
    well as PDF and CSV formats.

22
Frequently Asked Questions?
  • What if an event sponsor/ manager finds out at
    the last moment that an NFHS sanction is required
    for an event?
  • They will be required to go through the online
    process and we suggest that they place a call to
    the NFHS Sanctioning Department (317) 972-6900
    to advise us that their event is a rush priority
    and we will closely monitor and assist the
    events processing with the involved state
    associations.

23
Frequently Asked Questions?
  • What if the event manager needs to make a change
    or replace a school from the same or different
    state?
  • The event manager can make changes and additions
    of other school(s) online. All invited states
    are automatically notified of any modification
    via e-mail.

24
Frequently Asked Questions?
  • How does the event sponsor/manager know if an
    invited school is a state association member
    school?
  • We would recommend that they contact that invited
    schools state association to determine their
    status. Their answer will impact if other
    schools can compete against them.

25
Frequently Asked Questions?
  • How do the event sponsor/manager find out which
    states can compete against non-member schools?
  • They can consult our Policy on Participation with
    Non-member Schools on the Sanctioning page of the
    NFHS website or call the NFHS Sanctioning
    Department at (317) 972-6900.

26
Frequently Asked Questions?
  • What if the State Association person is out of
    the office when I submit my application for
    sanctioning and their return causes me to have to
    pay a late fee?
  • The date that the application is filled out and
    submitted is the date that triggers the
    processing fee automatically. If the state
    association sanctioning coordinator if out of the
    office or ill, you will not be penalized.

27
Frequently Asked Questions?
  • How do I know if invited states have approved
    their schools to participate?
  • The invited state associations will receive
    weekly automatic e-mail reminders that they have
    outstanding requests and an answer is required.
  • Once the invited state(s) responds it will be
    updated on the NFHS website with any additional
    comments. See slides 28 29 for screenshots
    of how to search for an event. It is identical
    to the current procedure.

28
Searching for events online at www.nfhs.org
  • To search for a sanctioning event type,
    www.nfhs.org, click on Sanctioned Events, then
    Search for Events by State and/or Sport.
    Select State (where event will be held), select
    Sport, enter Start and End dates, click on
    Search.

29
Posted Sanctioning Events
  • Once inputted the list of events become available
    to view.

30
Frequently Asked Questions?
  • Will we receive a hard copy of our events final
    approval?
  • Yes, you will be able to print out the NFHS
    confirmation e-mail advising you regarding the
    events approval or you can print the approval
    screen from the NFHS website.

31
Frequently Asked Questions?
  • What if I need to speak to a person for guidance
    regarding this new online process?
  • We anticipate that there will be some growing
    pains with the online process. However, if you
    have any procedural questions, please feel free
    to contact the NFHS Sanctioning Department at
    (317) 972-6900 for assistance.

32
NFHS Sanctioning Department Involvement Question?
  • What involvement will the NFHS Sanctioning
    Department have with this process since it will
    be online and no paper documentation will be
    generated or distributed?
  • The NFHS Sanctioning Department will monitor all
    sanctioning activity after the host state
    association approves the sanction application and
    intercede where required or requested.

33
Thank you for reviewing the new NFHS Online
Sanctioning Process
  • Please feel free to contact the NFHS Sanctioning
    Department at (317) 972-6900.
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